Exchange 2010 FAQ

Email services for UK employees are hosted by the university and provided via Microsoft Exchange 2010.

Employees who activate their UK Google Apps for Education Accounts will automatically receive a UK-branded Gmail account. Despite the branding, Gmail accounts are provided and hosted by Google, not the university. Due to HIPAA, FERPA, PHI, and other similar regulations, it is strongly recommended that employees do NOT forward their university email to a non-UK-hosted email system, including UK Gmail.

The Outlook 2003 client does not update folders automatically or in a timely manner, because User Datagram Protocol (UDP) notifications are not supported in Exchange 2010. For more information about resolving this issue, see the Microsoft Knowledge Base article 2009942. On Outlook 2003 clients, e-mail messages take a long time to send and receive when an Exchange 2010 mailbox is used. However, Outlook 2007 and Outlook 2010 are automatically compatible with the Exchange 2010 upgrade. For this reason, Office 2003 is not supported by UKIT and we encourage users to upgrade to a more current version.

Yes, but while Exchange 2010 supports Public Folders, they are not available in cloud based mail services. As UK investigates moving more services into the cloud, support for Exchange Public Folders is likely to be unavailable. Please begin using alternatives, such as SharePoint and Exchange resource mailboxes, immediately. No new Public Folders will be created or mail-enabled.

Enhancements in Exchange 2010 help users become more efficient by helping them access all communications—e-mail, voice mail, instant messaging—from virtually any platform, Web-browser, or device through industry standard protocols. In response to this challenge, Exchange 2010 adds new productivity features that can help users more easily organize and effectively prioritize their communications.

When the mailbox is moved to Exchange 2010, the default mailbox size is 1500Mb (1.5Gb). All mailboxes with a limit smaller than this will be increased and set to the new default. Larger mailboxes are available when justified. Requests can be submitted to the APAT Service Desk at 859-218-HELP or helpdesk@uky.edu.

If you have Outlook 2010, click on the File tab and look under Cleanup Tools. You'll see a note like 1.2 GB free of 1.5 GB. For Outlook 2007, pull down the Tools to Mailbox Cleanup and then click on View Mailbox Size. For Outlook web access (OWA) hover over your name in the folder list on the left.

If you read mail from a UK Exchange mailbox, sometimes referred to as an Outlook mailbox, then it will be affected. For example, you might use the Apple Mail app on an iPhone, but the mail comes from our Exchange server.

Some devices that do not completely support Exchange 2010 do not transition seamlessly. Here are some suggestions.

Reset the device by powering it off and back on.

Remove the account from the device and add it back. Please note that the account will need to resynchronize and that may take some time.

Contact the carrier or vendor in case there is an available upgrade for the phone software.

Remove the account from the device and when adding it back, use “legacy.uky.edu” for the server name (incoming and outgoing). If this works, the device will quit working after the mailbox is moved to Exchange 2010. At that time, remove the account and add it back using “exchange.uky.edu” for the server name.

Apple Mail users must change their Settings to get mail from Exchange. Pull down the Mail menu to Preferences, then click the Account Information tab. If you have more than one mail account, select the Exchange account. Change both the Internal Server name and the External Server name from exchange.uky.edu to legacy.uky.edu. Close the Preferences window. If you use iCal to sync with your Exchange calendar, you will need to make the same changes in the iCal settings.

After your mailbox is moved from Exchange 2007 to Exchange 2010, you will need to change the Internal and External names back to exchange.uky.edu.

Note: UKIT does not support the use of Apple Mail or iCal as Exchange clients on desktop devices. For a supported client, use Outlook from Microsoft Office for Mac 2011.

Currently, Entourage 2008 Web Services Edition and Outlook 2011 are supported on Macs. If you have an older version, please upgrade to a supported version. Entourage 2008 Web Services Edition information is available on Microsoft's website.

Instructions on updating your version of Entourage to the Web Services Edition can be found HERE.

Exchange Outlook Web Access caches recently used email addresses and tries to guess the address and make suggestions as you type. Unfortunately, the nickname cache is not transferred when your mailbox is moved to Exchange 2010. Outlook Web Access will build a new cache as you use it.

Earlier versions of Exchange allow for only one Manager for a mailing list. In order to circumvent this, a second mailing list was created and that list was set as the Manager. Exchange 2010 uses a new security scheme that is unable to read membership in a list, so all attempts to update the list will fail. The good news is that Exchange 2010 allows for multiple owners. If you run into this problem, we can upgrade the list to Exchange 2010 format and assign a list of owners that you provide.